Grants Assistant with Carnegie Trust


Location: Dunfermline
£10.26 per hour
Part-time, 25 hours a week for 6 months 
Start date: 15 January 2016

About the Trust

Established in 1901 by Scots American millionaire Andrew Carnegie, the Trust supports students and academic staff of the Scottish universities through a number of highly competitive funding schemes. The successful candidate will join a team of four, comprising the Chief Executive Officer, Bursar, Administrative Manager and the Administrative and Financial Officer.

The post is based in Dunfermline at Andrew Carnegie House which is also home to the Carnegie UK Trust, Carnegie Dunfermline Trust and Carnegie Hero Fund Trust. A total of 23 staff work at Andrew Carnegie House in the different Carnegie foundations.


Job purpose

The Grants Assistant will work closely with the Administrative Manager to:

• Process grant applications from academic researchers and postgraduate students, checking eligibility, entering application details in an Access database, liaising with applicants and their universities about the outcomes of submitted proposals and maintaining accurate records and filing systems.
• Assist with the assessment process of grant applications by dispatching proposals to peer reviewers and compiling their scores and comments into spreadsheets.
• Support the administration of panel meetings. This will entail sending out information to participants, checking dietary requirements, placing catering orders, preparing meeting rooms and taking minutes.
• Compile and collate information about awards for dissemination on the Trust’s website, among stakeholders and trustees. This will include putting together statistical information about participation and success rate.
• Maintain the Trust’s social media accounts by drafting engaging and informative content, working with colleagues to identify news stories, case studies or reports, and compiling statistics on following and interaction with followers.
• Provide general administrative and clerical support in the Trust’s office, including preparing refreshments for meetings, general housekeeping and tidying up of premises and meeting rooms, weighing and stamping post, photocopying, filing, greeting visitors, answering phones, responding to general queries and taking messages or referring calls to a senior colleague where appropriate.



The post holder will:

• Report to the Administrative Manager
• Support the work of the Administrative Manager and Chief Executive Officer
• Work as part of the Trust’s office team, which will involve close coordination with the Bursar and Administrative & Financial Officer
• Be in regular contact with applicants, grant officers and postgraduate funding officers across the Scottish universities. Contact will be primarily by email, phone or letter.



The ideal intern will be educated to degree level with a desire to develop a career in grant management or research administration. You will have some knowledge of the Higher Education sector and an interest in social media communication.

The pace of the Trust’s work is determined by grant application deadlines spread throughout the year and by a number of milestones within the administrative cycle for each funding scheme. The ability to be pro-active and meet tight deadlines is therefore crucial for this role.

The following skills are essential:

• Excellent verbal and written communication skills
• Well organised and able to prioritise
• Excellent attention to detail
• High level of accuracy when handling a large volume of data
• Experience of Microsoft Office, especially Word, Outlook, Excel and Access
• Able to work flexibly on occasion where required
• Self-motivated with the ability to work as part of a small team
• Confident and friendly approach to working with a wide range of people and organisations

The intern will be handling complex proposals from academic researchers and postgraduate research students. This will require good critical and analytical skills. In addition, the ability to collate information (including statistical data), write up and communicate complex ideas to be able to contribute to the development of copy for dissemination in news bulletins, social media and the web, is also key for this role.



Closing date for applications is 11 December 2015, 12 noon.

Interviews to take place on 6th or 7th January 2016.

Please submit a CV and brief covering letter through the Adopt an Intern online application form on this website. State a. your availability and b. How your skills and experience match the requirements of the job specification. We do NOT accept e-mail applications unless otherwise stated.




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